RMOUG Minutes 2-24-2005

MINUTES OF THE
BOARD OF DIRECTORS MEETING
OF
ROCKY MOUNTAIN ORACLE USERS GROUP

A regular meeting of the Board of Directors of the above corporation was held on February 24 at 5:10 p.m. at Englewood, Colorado.

I. QUORUM. A quorum was declared present based on the presence of the following Directors:

Tim Gorman

Bill Schwartzkopf

Robin Reed

Chip Briggs

Ron Bich

Peggy King

Also in attendance:

Heidi Kuhn

Barbara Lewis

The following corporate actions were taken by appropriate motions duly made, seconded, and adopted by the majority vote of the Directors entitled to vote (unless a higher voting approval is stated).

II. REPORTS.

A. Report by Peggy King.

Peggy King reported that she has the Post Conference Wrap-Up for Training Days 2005 held February 9-10 at the Colorado Convention Center. There were 83 speakers, 116 sessions, 860 pre-registered participants, of which 763 were paid participants and 115 were comp participants, There were 18 on-site registrations, and 37 no-shows. The total number of Participants registered was 878. The totals were about the same as Training Days 2004.

Peggy also reported that there have been 241 Conference Evaluations received out of a total of 878 possible. Peggy has asked YCC to send another email blast to all attendees, letting them know the presentations have been posted and a reminder to complete the survey.

Peggy also discussed the Embarcadero Vendor Presentation refund. RMOUG will send a check with a letter to Embarcadero stating that since there were no cancellations for the Vendor Presentations, we are refunding them the fee they paid in advance. Peggy also suggested that we refund SageLogix for the entire Sponsorship along with a letter expressing our apologies for the faulty pens. The Board agreed with her. She pointed out that we need to review sponsorships as a whole for 2006.

During Training Days, several people made on-site changes to their meal tickets from regular meal to a Vegetarian meal. RMOUG needs to resolve the problem with vegetarian dishes not getting to those who ordered them—attendees who list dietary restrictions when registering should have preference. We were also not aware of the additional security needed for the garage parking. And we also had some issues with Food Service in that some tables were missed, there were not enough vegetarian dishes, and multiple requests for simpler dishes and no pork. The Internet Café was a success and need to improve communications with conference center to get what we need next time around. The massage chair concept was positive and the exhibitors were happy with the layout.

Peggy is trying to decide what ad to place in the next IOUG-A magazine since the timing could be an issue. It was decided to do a generic one that states the Date and Place along with the web site address to watch for updates. There is an ODTUG Ad Swap and Peggy will see if she can get Heidi a written agreement.

The postmortem on TD 2005 will be held March 31st at Sagelogix and 4:45 p.m.

B. Report Chip Briggs.

Chip Briggs reported that he has a Profit & Loss comparison between our current fiscal year (June 04 – May –05) and previous fiscal year (June 03 – May 04). So far, it looks like Training Days 2005 brought in less income than Training Days 2004 with lower expenses, but there are still outstanding invoices to be paid and also outstanding registrations to come in. We should have more numbers for Training Days 2005 at the next Board Meeting. Overall, RMOUG is showing less profit now than last year with many expenses left to be paid. There is still RMOUG Admin Time and expenses, the new computer, the May Quarterly Meeting, and a newsletter along with any other operating expenses like Accounting and Meeting One bills. In addition, Heidi also reported that about 50% of the membership income should be due by May 31st.

C. Report Tim Gorman.

Tim Gorman reported that he is working on the non-profit paperwork. Question 5a includes a Conflict of Interest Policy. Tim has e-mailed a proposal to the Board. Basically, it removes any questions of a Board Member taking unfair advantage of the organization. Tim would like the Board to review it. For non-profit status, the tricky part is fundraising and donations, which might include Sponsorships for Training Days, and close affiliations with other groups. A discussion ensued about our affiliation with IOUG-A. The two benefits RMOUG receives from IOUG-A now is Insurance and the Volunteer of the Year 50% discount to IOUG-A Live conference. The Board felt it might be good for RMOUG to purchase their own insurance that includes indemnification from the Board. In summary, RMOUG needs to show the Equal Value of the Ad Swap, adopt a Conflict of Interest into the Policies and Procedures, and look at Heidi’s 1099s.

Tim also reported that is has been suggested to give Training Days presenters an Honorary Membership. A discussion ensued about costs involved and how we track the compensated membership. Due to the Board barely having a quorum, it was decided to discuss this issue via e-mail.

D. Report Barbara Lewis.

Barbara Lewis reported that the Bug Tracking system for RMOUG is up and running. She gave a demonstration on how the software works and how it can be used for project management. A Unix Team Member assigns the Login and password. The software allows for adding to tickets with questions and answers to keep everything in one ticket rather than several different ones. She suggested this would be a good way to keep track of minutes and approvals.

III. NEXT MEETING. The next meeting of the Board of Directors will be held on March 24th at 4:45 p.m. at a place to be determined.